Dashboard

Cancel Write Off Batches

Cancel Write-Off Batches

Program #: 1585

Module: Accounting

Overview

Use Cancel Write-off Batches (program #1585) to cancel previously posted write-off batches. When you cancel a write-off batch, SBN reduces the written-off amount and increases the balance owed by the customer. All amounts in this program must be negative to apply properly to the account.

The Add Write-Off Batches Window

The following graphic shows the Add Write-off Batches window.

Column Descriptions - Add Write-Off Batches List

The following table describes the columns used in this pane.

Column	Description
Batch Number	SBN-assigned batch number to identify this batch of open payments.
Posted	If this column displays an X, a user attempted to post the batch but was unsuccessful.
Closed	If this column displays a +, the expected total and the actual total of the batch match and are ready to post. If this column displays an X, a user attempted to post the batch but was unsuccessful.
Transaction Code	Code for the type of transactions included in this batch. (This menu originates from program #1586.)
System Date	SBN-assigned date that on which this batch was created.
Transaction Date	User-entered date on which this payment transaction occurred.
Batch Total	Total amount of this batch. This information comes from the Expected Total Amount field below.
Expected Total	Total amount expected from all sub batches together.
File Name	If this batch has been exported to a file, the export file name displays.
Index	Sequential number of individual line item.
Acc #	Account number associated with the selected batch.
Invoice Number	Invoice number to which the payment applies.
Type	Type of selected invoice.
Amount	Amount of the payment.
Balance	Open balance of the selected invoice.
Error	Issue detected in the selected invoice.
Extended Error	Detail of detected issue.

Field Descriptions - Add Write-Off Batches List

The following table describes the columns used in this pane.

Field	Description
Invoice Number	Invoice number to which the payment applies.
Inquiry No
Ext Invoice No	Customer-defined external invoice number.
Amount	Amount of the payment.
Due Date	Due date of the invoice.
Balance	Open balance of the selected invoice.
Reason	Reason code for the payment. (This menu originates from program #1521.)
Account No	Account number associated with the current invoice.
Unposted	Total amount of unposted payments for the account.
Name	Name of account holder.
Paid	Amount of payments previously posted to the current invoice.
Comment	Text comment to associate with the payment.
Written Off	Total amount written off the current invoice.
Reminder Group	Code for the last reminder group sent to the customer.
No Reminder	If this box displays an x, reminder notices are not sent with this invoice.
Reminder Date	Last date a reminder was sent for the current invoice.
Expected Total	Total amount expected from each sub batch.
Total	Total amount of a batch.
Batch No	Batch number for the selected invoice batch.
Ext Pymt Batch	Ext Pymt Batch field added in lower left of Add screen.

Search for Write-off Batches by Name

The following graphic shows the Search window that displays if the Name Search button is selected.

Column Descriptions - Add Write-Off Batches List

The following table describes the columns used in this pane.

Column	Description
Contract #	Displays the contract number of the batch.
Deal ID	Displays the Deal ID.
Customer id	Displays the associated customer ID.
Name	Displays the customer name.
Alias Name	Displays the customer nickname.
Street	Displays the customer street address.

Field Descriptions - Add Write-off Batches Details

The following table describes the fields used in this pane.

Field	Description
Name	Free-text field that allows search parameters based upon the customer name.
A.K.A	Free-text field that allows search parameters based upon the customer nickname.
Phone	Free-text field that allows search parameters based upon the customer phone number.
Street	Free-text field that allows search parameters based upon the customer street address.
City	Free-text field that allows search parameters based upon the customer city.
Zip	Free-text field that allows search parameters based upon the customer zip code.
State	Free-text field that allows search parameters based upon the customer state.
Primary Search Area
Installation	Define the search parameters for Installation.
Account	Define the search parameters for Account.
Contract	Define the search parameters for Contract.
Marketing	Define the search parameters for Marketing.
Records Found
Records Found	Displays the number of records retrieved based upon the search parameters.

The Cancel Write-off Batches Window

The Cancel Write-off Batches window contains three main panes:

The Cancel Write-off Batches List
The Cancel Write-off Batches Details
Displaying the Cancel Write-offs in a Batch

The following graphic shows the Cancel Write-off Batches window.

The Cancel Write-off Batches List

The following graphic shows the Cancel Write-off Batches List. This pane displays open cancel write-off batches.

Note: If your user profile contains a dealer ID, you see only those cancel write-off batches associated with that dealer ID.

Column Descriptions - Cancel Write-Off Batches List

The following table describes the columns used in this pane.

Column	Description
Batch Number	SBN-assigned batch number.
Posted	An X indicates that a user attempted to post the batch, but was unsuccessful.
Closed	l A + indicates that the expected total and the actual total of the batch match, and are ready to post. l An X indicates that a user attempted to post the batch, but was unsuccessful.
Transaction Code	Code indicates the type of payment/write-off posted to the account. (For cancel write-off batches, this appears as CANCWROF.)
Sys Date	SBN-assigned date when the batch was created.
Tran Date	User-entered date for the batch.
Batch Total	Total amount of all cancel write-off amounts included in this batch.
Expected Total	Amount entered as the expected batch total for the items to enter.
Filename	Filename of batch data, if applicable.
Description	Text description of the batch.
Dealer ID	ID of the dealer associated with the cancel write-off batch. O If your user profile contains a dealer ID, you only see those cancel write-off batches associated with that dealer ID.

Common Functions in SBN

See the reference document Common Functions in SBN for more information.

The Cancel Write-off Batches Details

The following graphic shows the details of the selected Cancel Write-off Batch. The pane contains fields for entering or changing batch information.

Field Descriptions - Cancel Write-off Batches Details

The following table describes the fields used in this pane.

Field	Description
Batch Number	SBN-assigned batch number.
Create User	ID of the user who created the batch.
System Date	SBN-assigned date when the batch was created.
Dealer	ID of the dealer associated with the cancel write-off batch. If your user profile contains a dealer ID, you see only those cancel write-off batches associated with that dealer ID.
Batch Total	Total amount of all transactions in the batch.
Batch Count	Number of transactions in the batch.
Filename	Filename of batch data, if exported.
Transaction Date	User-entered date for the batch.
Description	Text description of the batch.
Sub No	Sub batch number.
GL Acc #	The GL Account number to which you want to apply a cancel write-off.
Expected Total	Amount expected to be applied.
Expected Total	Total expected amount for the batch.

Displaying the Cancel Write-offs in a Batch

Use the following steps to display the list for a cancel write-off batch:

1. In Cancel Write-off Batches, in the Cancel Write-off Batches List select the batch for which you want to display details.

2. Choose Display List.

â€° The Display List pane appears.

3. In Index Search Range - enter the range of index lines you want to view.

Note: If you leave these fields blank, SBN displays all indexed lines in the batch.

4. Choose Search.

â€° The results appear in the lower section of the pane.

5. To view details of a line

a. Select the line for which you want to view details.

b. Choose Get Record.

â€° The Invoice Detail Pane fills with the details of the selected line.

The Invoice Detail Pane

The following graphic shows the Invoice Details pane. The pane displays details for a selected invoice contained within a cancel write-off batch.

Field Descriptions - Invoice Details

The following table describes the fields used in this pane.

Field	Description
Payment No	SBN-generated index number for this invoice.
Account No	Account number of the account this invoice is for.
Account Name (No label)	Name of the primary person on the account this invoice is for.
Invoice No	SBN-assigned invoice number for this invoice.
Due Date	Date that payment is due for this invoice.
Reminder Date	Last date a reminder was sent for this invoice.
Reminder Group	Code that identifies the last reminder group sent to the customer.
Abbreviation	Invoice status.
Transaction Date	Date that this invoice transaction occurred.
Transaction Type	Type of transaction entered for this invoice on the transaction date.
Pay Reason	Code to define the reason for payment for this invoice.
Pay Reason Text (No label)	Free-form text to explain the pay reason.
Comment	Free-form text for this invoice.
Error	If an error occurred during posting, this field displays a numerical code that identifies the error. For more information, see Transaction Error Codes.
Error Text	Text description of the error code, if any. For more information, see Transaction Error Codes.
Error (External)	If an external error occurred during the import process, this field displays text supplied by the external application.
Balance	Open balance on this invoice.
Unposted	Amount of any unposted payments for this invoice.
Paid	Total of all previous payments for this invoice.
Written Off	Total amount previously written-off of this invoice.
Amount	Amount that was written-off of this invoice.

Transaction Error Codes

The following table describes the transaction errors that may occur during posting. If a transaction error occurs, you will need to correct it.

Error Code	Description
-1	Payment is being held
0	No description. No error.
1	Total payout exceeds credit balance.
2	Payment on a written-off invoice.
3	Resulting balance on credit positive.
4	Invalid invoice number.
5	Invalid account number.
6	Resulting balance on credit exceeds credit amount.
7	Payout on invoice larger than available amount.
8	Zero payment.
9	The data record was flagged as bad in received file.
10	A non-digit found in a digit field.
11	Check-digit error.
12	Write-off does not match invoice balance.
13	Invoice has unposted payments.
14	Cancel write-off on non-written off invoice.
15	Calculated cancel write-off does not match write-off.
16	Open credits on contracts to be written off.
17	Written-off invoices exist. Apply payment per invoice.
18	Unallocated payment.
19	Payment awaiting invoice generation.
20	Invoice has been paid/partially paid.
92	Invoice has scheduled payments.

Transaction Details

When adding or changing write-off transactions, you may enter transactions:

By account number

or...

By invoice number

SBN displays different panes for either method of entering a transaction. For more information on adding and changing payments, see
Adding Write-offs to a Batch
Changing Payment Information for a Write-off

Field Descriptions - Transactions by Account Number

The following table describes the fields used in this pane.

Field	Description
Account Number	Account number to apply payment.
Work Order No	Work order number associated with the invoice.
Balance	Open balance of the invoice.
Amount	The payment amount to apply to the invoice.
Reason	Reason code for the payment. (This menu originates from program #1521.)
Hold	If this box displays a check mark, SBN places the payment on hold. The payment does not post, and is visible in the Held Payments window.
Unposted	Total amount of unposted payments for the account.
Name	Name of the account holder.
Last Payment Date	Last date a payment was received on the account.
Comment	Text comment to associate with the payment.
Check #	Customersâ€™ check number used to make the payment.
PMisc1	Text field for defining bank drawer information.
PMisc2	Text field for defining bank information.
PMisc3	Text field for defining bank branch information.
PMisc4	Text field for defining bank state information.

Transactions by Invoice Number

The following graphic shows the Transactions by Invoice pane with information displayed.

Field Descriptions - Transactions by Invoice Number

The following table describes the fields used in this pane

Field	Description
Invoice Number	Invoice number to which the payment applies.
Reminder Date	Last date a reminder was sent for the current invoice.
Reminder Group	Code for the last reminder group sent to the customer.
Abbreviation (Status)	Status of the invoice; indicates if the invoice has been sent to a collection agency.
Amount	Amount of the payment.
Due Date	Due date of the invoice.
Balance	Open balance of the selected invoice.
Reason	Reason code for the payment. (This menu originates from program #1521.)
Account No	Account number associated with the current invoice.
Unposted	Total amount of unposted payments for the account.
Name	Name of account holder.
Paid	Amount of payments previously posted to the current invoice.
Comment	Text comment to associate with the payment.
Written Off	Total amount written off the current invoice.
Reminder Group	Code for the last reminder group sent to the customer.
No Reminder	If this box displays a check mark, reminder notices were not sent with this invoice.
Reminder Date	Last date a reminder was sent for the current invoice.

Button Functions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.

Button	Name	Shortcut Key	Action	Description
	Get Record	alt+f1	1585/ 1	View details of selected record.
	Change Record	f2	1585/ 2	Change details of selected record.
	New Record	f3	1585/ 3	Create new record.
	Delete Record	shift+f10	1585/ 4	Delete selected record.
	Post Batch	f4	1585/ 5	Post a batch.
	Print selected records	f7	1585/ 6	Print selected records.
	Add	f5	1585/ 7	Add invoice details.
	Reprint report locally	f7	1585/ 8	Print selected report locally.
	By Account	f4	1585/ 52	Enter the record information by account number.
	By Invoice	f5	1585/ 53	Enter the record information by invoice number.
	Name Search	f9	1585/ 55	Search for records by name.
	Invoice Lookup	f8	1585/ 56	Lookup an invoice based upon the associated account number entered.
	Invoice Details	f5	1585/ 57	Display selected invoice details.
	Copy current record	shift+f3		Copy current record.
	Previous Record	shift+f4		Go to previous record.
	Next Record	shift+f5		Go to next record.
	List Details	f6		Display list for cancel write off batch.
	Redisplay Screen	f11		Redisplay screen.
	Exit without saving	ESC		Exit without saving changes.
	Save New Record	ENTER		Save existing changes to record.